KOMATSU MARKETING AND SUPPORT INDONESIA

EMPLOYEE
SELF
SERVICE
(ESS)

USER
GUIDANCE
for Employee

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Contents
I. EMPLOYEE SELF SERVICE (ESS) OVERVIEW ................................................................... 3
A. BACKGROUND ........................................................................................................... 3
B. OBJECTIVE ................................................................................................................. 3
C. PROJECT SCOPE ....................................................................................................... 3
D. BENEFIT...................................................................................................................... 3
II. LOGIN PAGE ..................................................................................................................... 3
III. HOME PAGE ..................................................................................................................... 4
IV. EMPLOYEE ATTENDANCE ................................................................................................ 6
A. MY ATTENDANCE....................................................................................................... 6
B. LEAVE ......................................................................................................................... 6
C. PERMIT ....................................................................................................................... 7
D. OVERTIME .................................................................................................................. 7
E. SICKNESS................................................................................................................... 7
V. EMPLOYEE BENEFIT ......................................................................................................... 8
A. SPECIAL BENEFIT ....................................................................................................... 8
B. EMPLOYEE LOAN ....................................................................................................... 9
C. MEDICAL .................................................................................................................. 10
D. OPTICAL ................................................................................................................... 11
E. POINTING ................................................................................................................. 11
VI. REQUEST APPLICATION (RA) ......................................................................................... 12
A. ADVANCE ................................................................................................................. 12
B. ADVANCE SETTLEMENT .......................................................................................... 12
C. EXPENSE .................................................................................................................. 13
VII. APPROVAL OF CLAIM PROCESS ................................................................................... 13
VIII. APPROVAL MATRIX ................................................................ Error! Bookmark not defined.

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I. EMPLOYEE SELF SERVICE (ESS) OVERVIEW
A. BACKGROUND
a. It takes more time by doing job or task manually.
b. Company adaptation with current tech. of disruptions condition.
c. Easy to access and process for employee to get employee information and benefit of HR
Administration.

B. OBJECTIVE
a. Digitalization of all manual job process.
b. Real time process with accurate and secure database, efficient, effective and paperless.
c. Increase Communication through E-Application between employee and company
(engagement).

C. PROJECT SCOPE
a. Employee Management
b. Leaves Management
c. Time Attendance
d. Loan Management
e. Benefit Management
f. Business Trip Management
g. Payroll Management

D. BENEFIT
a. Increase Employee Productivity.
b. Minimize Human Errors.
c. Oversee the running of the Company.
d. Employee Attendance Management.
e. Employee Performance Management.
f. Speed up of HR and Related Dept. services
g. Paperless
h. Empower employees for their knowledge and office operation.
i. Interconnection between employees and company
j. Provide 24/7 access and more convenience.
k. Employees will be able to organize to update information by their selves.

II. LOGIN PAGE

1. To access ESS, open http://kmsi-ess.komatsu.co.id:82 on your browser.
2. Type your Registration Number (ex: 19038) or email address.
3. Type your password.
4. Click Sign In.
5. Successfully login to ESS.

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III. HOME PAGE
1. All features in ESS that can be accessed by employee.

2. Total late days by employee during current month.

3. Time of presence by employee today.

4. Total overtime hours during a period (from date 16th last month until date 15th this month).

5. Total leave days available for current year, as a result from 12 leave days a year minus total
collective leave days this year.

6. Total collective leave days for current year.

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7. Total days of remaining leave from previous year. Still able to use until June this year.

8. Total days of remaining leave this year which able to use.

9. Total amount of medical benefit data for current Fiscal Year. Blue indicates total amount of
medical benefit remaining and available to claim. Pink indicates total amount of medical
benefit employee already used.

10. Total amount of pointing benefit data for current Fiscal Year. Green indicates total amount
of pointing benefit remaining and available to claim. Pink indicates total amount of pointing
benefit employee already used.

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 11. Total amount of employee optical benefit data for current Fiscal Year. This feature shows
either optical lens or optical frame is available to claim, or both. Type of available benefit
illustrates by the icon in this feature.

IV. EMPLOYEE ATTENDANCE

A. MY ATTENDANCE
This feature enables employee to check the record of their day by day attendance, based
on the actual data from fingerprint machine in some period. Steps:
1. Click Attendance → My Attendance. Then the record of your attendance during this
month will appear.
2. If you want to check your attendance in specific time period, click “Select Data
Range” and choose the period.
3. Click “Select Status Day” and select the type of attendance to get the summary of
specific attendance type (ex: present, late, permit, leave, off, etc.).
4. Click “Filter” after you finished choosing time period and attendance type. Then the
record you want to see will appear on the screen.
5. Scroll down the screen and find out the legend of attendance status.

B. LEAVE
Enables user to create leave form in ESS. Steps:
1. Click Attendance → Leaves. Then the record of your previous leave form application
will appear.
2. Click Create to open leave form.
3. Select the type of leave you want to use.
4. Write the reason of your leave.
5. Select the date of your leave. If it is only a day, click “Pick One by One Date” and
choose the date. Click “+” sign if you want to apply for another single date.
6. If you want to leave for more than a day / in a range, click “Pick Range Date” and
choose the range of dates.
7. After selecting date(s), the total days on your leave application will appear on “Leave
Used”.
8. After completing the form, click SUBMIT.
9. The leave form is waiting to be approved.

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C. PERMIT
Permit form is created when employee presence-in above at 8.00 a.m. and presence-out
before at 5.00 p.m. due to permitted work or private matters, despite being recorded in
attendance status as late or early out. Steps:
1. Click Attendance → Permit. The record of your previous permit form application will
appear.
2. Click Create to open permit form.
3. Select utilities of permit, could be private or work matters.
4. Write the reason of your permit in “Remark”.
5. Select the date of permit.
6. Select start and end time of permit.
7. Click SUBMIT after completing the form, and the form is waiting to be approved.

D. OVERTIME
Overtime form in ESS enables employee to create the form and get approval from related
manager at the same day in any occasion. The procedure of permit form submission and
approval:

TIMING
ACTIVITIES Week Days Week End, Collective Working in Remote Area
Leave, National Holiday
Normal: One Day Before Online: One Day Before
SUBMIT Until Same Day Emergency: Until Same Offline: Until Same Day
Day
Normal: One Day Before Online: One Day Before
APPROVAL Until Same Day Emergency: Until Same Offline: Until Same Day
Day
Steps of creating overtime form:
1. Click Attendance → Overtime. The record of your previous overtime form will
appear.
2. Click Create to open overtime form.
3. Write the job to do or reason of overtime in “Overtime Work”.
4. Select the date of overtime.
5. Select the start time and date time.
6. Click SUBMIT and do not forget to inform your related manager to approve your
overtime application based on the approval procedure above.

E. SICKNESS
Sickness form created when employee is unable to work due to illness and need to rest at
home or hospital. This form will not cut the balance of employee leave days. Steps:
1. Click Attendance → Sickness. The record of your previous sickness form application
will appear.
2. Click Create to open sickness form.

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 3. Select the date of sickness. If it is only a day, click “Pick One by One Date” and
choose the date. Choose “Pick Range Date” if the sickness lasted more than one
day.
4. Prepare a proof of your sickness (ex: medical note from doctor/hospital, medical
receipt, etc.). Please put the proof on the piece of paper, then scan or take photo of
it. Finally, attach the picture in the form.
5. After completing the form, click SUBMIT.
6. Do not forget to inform your related manager to ask the approval.

V. EMPLOYEE BENEFIT
A. SPECIAL BENEFIT
Employee special benefit consists of Marriage, Condolence, Maternity/Miscarriage,
Circumcision/Baptism. Steps:
a. Marriage
1. Click Benefit → Special Benefit. The record of your previous special benefit form
application will appear.
2. Click Create to Open Special Benefit Form.
3. In Benefit Type, choose Marriage.
4. The amount will be automatically given for IDR 2.000.000,00
5. Write down the description of marriage in Remark.
6. Upload attachment files related to marriage.
7. Click SUBMIT*.
b. Condolence
1. Click Benefit → Special Benefit.
2. Click Create to Open Special Benefit Form.
3. In Benefit Type, choose Condolence.
4. Write down the description of condolence in Remark.
5. Upload attachment files related to condolence
6. Click SUBMIT*.
c. Maternity/Miscarriage
1. Click Benefit → Special Benefit.
2. Click Create to Open Special Benefit Form.
3. In Benefit Type, choose Maternity/Miscarriage.
4. Select Hospital Class of employee.
5. Put number of amounts you apply.
6. Write down the description of maternity or miscarriage in Remark.
7. Upload attachment files related to maternity or miscarriage.
8. Click SUBMIT*.
d. Circumcision/Baptism
1. Click Benefit → Special Benefit.
2. Click Create to Open Special Benefit Form.
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 3. In Benefit Type, choose Circumcision/Baptism.
4. The amount will be automatically given for IDR 1.000.000,00
5. Write down the description of circumcision or baptism in Remark.
6. Upload attachment files related to circumcision or baptism.
7. Click SUBMIT*.

*Note: After submitting the form, put attachments on a piece of paper. Then write down the
Special Benefit Number of the form (can be viewed in Special Benefit record, with code SB)
on the paper and deliver it to HRD Section.

B. EMPLOYEE LOAN
Employee Loan consists of Home Renovation Loan, Emergency Loan, and Car Loan / Car
Ownership Program. Steps:
a. Home Renovation Loan
1. Click Benefit → Loan. The record of your loan application will appear.
2. Click Create. Then the loan form will open.
3. In Subject, choose Home Renovation Loan.
4. Write down the description or reason of your loan.
5. Type the amount of loan you apply based on budget plan.
6. Prepare photo of home spot that will be renovated, budget plan, and house
certificate.
7. Attach those documents on each attachment in this form.
8. Send original documents to HRD Section
9. Click SUBMIT*.
b. Emergency Loan
1. Click Benefit → Loan.
2. Click Create.
3. In Subject, choose Emergency Loan. This Loan is specifically for health treatment,
education, wedding, or inevitable cases.
4. Write down the description or reason of your loan.
5. Type the amount of loan you want to propose.
6. Attach files of evidence as a proof of your emergency loan.
7. Send original documents to HRD Section
8. Click SUBMIT*.
c. Car Loan (for Clerk until Supervisor level)
1. Click Benefit → Loan.
2. Click Create.
3. In Subject, choose Car Loan.
4. Write down the description or reason of your loan.
5. Type the amount of loan you want to propose.

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 6. Prepare and attach the files needed to apply Car Loan: Offering
Letter/Brochure/Transaction receipt for seller, Photo of Car Exterior and Interior, and
Power of Attorney.
7. Click Terms and Conditions, read and checklist the box of acceptance.
8. Click SUBMIT*.
9. Deliver Original BPKB, Power of Attorney, Car Insurance, and STNK to HRD Section.
d. Car Ownership Program (for Assistant Manager until BOD level)
1. Click Benefit → Loan.
2. Click Create.
3. In Subject, choose Car Ownership Program.
4. Write down the description or reason of your loan.
5. Type the amount of loan you want to propose.
10. Prepare and attach the files needed to apply Car Loan: Offering
Letter/Brochure/Transaction receipt for seller, Photo of Car Exterior and Interior, and
Power of Attorney, and Loan Application Letter.
6. Click Terms and Conditions, read and checklist the box of acceptance.
7. Click SUBMIT*.
8. Deliver Original BPKB, Power of Attorney, Car Insurance, Loan Application Letter
and STNK to HRD Section.

*Note: After submitting the form, put attachments on a piece of paper. Then write down the
Loan Number of the form (can be viewed in Loan record, with code LON) on the paper and
deliver it to HRD Section.

C. MEDICAL
Medical Benefit consists of Outpatient and Care Hospital (Inpatient). Steps:
a. Outpatient
1. Click Benefit → Medical. The record of your outpatient form will appear.
2. Click Create and choose Outpatient.
3. Attach the copy of prescription and payment receipt in the form (pdf or picture
format).
4. Choose patient name.
5. Choose family status of patient.
6. Input amount of cost for doctor.
7. Input amount of cost for pharmacy/medicine.
8. Input amount of cost for administration.
9. Write the reason of outpatient claim or illness.
10. Click Add to create another claim in the same form.
11. Click SUBMIT.
12. After submitting the form, put attachments on a piece of paper. Then write down the
Medical Number of the form (can be viewed in Medical record, with code OTP) on
the paper and deliver it to HRD Section.

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 b. Care Hospital
1. Click Benefit → Medical.
2. Click Create and choose Care Hospital.
3. Attach the examination result/proof and payment in the form (pdf or picture format).
4. Choose patient name.
5. Choose family status of patient.
6. Input amount of cost for laboratories.
7. Input amount of cost for USG.
8. Input amount of cost for other examination (Rontgen, injection, etc.)
9. Write the reason of care hospital claim or illness.
10. Click Add to create another claim in the same form.
11. Click SUBMIT.
12. After submitting the form, put attachments on a piece of paper. Then write down
the Medical Number of the form (can be viewed in Medical record, with code HCP)
on the paper and deliver it to HRD.

D. OPTICAL
Creating optical benefit enables employee to claim optical frame and/or optical lens, based
on the information in dashboard. Steps:
1. Click Benefit → Optical.
2. Click Create.
3. Attach the payment receipt of optical frame or lens.
4. Choose patient name.
5. Choose family status of patient.
6. Input amount of cost for frame (if available)
7. Input amount of cost for soft lens (if available)
8. Input amount of cost for lens (if available)
9. Write down the description of claim in Remark.
10. Click Add to create another claim in the same form.
11. Click SUBMIT.
12. After submitting the form, put attachments on a piece of paper. Then write down the
Optical Number of the form (can be viewed in Optical record, with code OPT) on the
paper and deliver it to HRD Section.

E. POINTING
Pointing benefit facilitates employee to claim expenses for vacation, sport, education, self-
development, and medical. Steps:
1. Click Benefit → Pointing.
2. Click Create.
3. Input amount of claim. The total of reimbursement is 50% from total amount.
4. Write the description of applying pointing in Remark.
5. Checklist the type of activity.
6. Attach the payment receipt and other documents needed.
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 7. Click SUBMIT.
8. After submitting the form, put attachments on a piece of paper. Then write down the
Pointing Number of the form (can be viewed in Pointing record, with code PNT) on
the paper and deliver it to HRD Section.

VI. REQUEST APPLICATION (RA)

A. ADVANCE
Advance is used when employees want to make transaction with the funds that have been
prepared or budgeted by the company. Steps:
1. Click Request Application → Advance. The record of your advance form will appear.
2. Click Create to open advance form.
3. Attach files of related documents (payment receipt, payment confirmation, etc.)
4. Select currency of transaction.
5. Write the description of the transaction.
6. Determine how many items in transaction.
7. Input single price amount. Then the total amount will be calculated automatically.
8. Click Add if you want to create another advance in a single form.
9. After finish, click SUBMIT.
10. Note the RA Number of your advance form after you submit it.
11. After submitting the form, put attachments on a piece of paper. Then write down the
Advance Number of the form (can be viewed in Advance record, with code RA) on
the paper and deliver it to GA Section.

B. ADVANCE SETTLEMENT
Advance Settlement is used when the advance form that employees have applied need to
be settled due to difference between the total amount in advance form with the actual
transaction. Steps:
1. Click Request Application → Advance Settlement.
2. Click Create.
3. Select RA Number of your advance application form. The RA Number will appear
only if the advance form already approved.
4. After choosing RA Number, attach files of settlement.
5. In Settlement Info, input remarks to inform about the payment.
6. Input supplier name of the transaction.
7. Input delivery date of the transaction.
8. Input payment term of the transaction.
9. In Settlement Expense, input the total expense of actual transaction.
10. If the amount of total expense exceeds the amount in advance form, the rest of
expense will be paid to employee. In other way, if total expense is less than amount
in advance form, the remaining advance will be paid to company.
11. Click SUBMIT.

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 12. After submitting the form, put attachments on a piece of paper. Then write down the
Advance Settlement Number of the form (can be viewed in Advance Settlement
record, with code RASTL) on the paper and deliver it to GA Section.

C. EXPENSE
Expense form is used when employee want to get reimbursement of the transaction that
have been paid by employee. Steps:
1. Click Request Application → Expense.
2. Click Create.
3. Attach files of related documents (payment receipt, payment confirmation, etc.)
4. Select currency of transaction.
5. Write the description of the transaction.
6. Determine how many items in transaction.
7. Input single price amount. Then the total amount will be calculated automatically.
8. Click Add if you want to create another advance in a single form.
9. After finish, click SUBMIT.
10. After submitting the form, put attachments on a piece of paper. Then write down the
Expense Number of the form (can be viewed in Expense record, with code REXP)
on the paper and deliver it to GA Section.

VII. APPROVAL OF CLAIM PROCESS

After submitting form, employees can monitor their approval progress. Steps:
1. Open one of Attendance, Benefit, or RA you already submitted in features.
2. After click one of the features, for example Benefit → Medical, the record of your
medical application form will appear.
3. Click the symbol on the left side of registration number.
4. The progress of your approval will appear.

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